Summary/Objective

To perform responsibilities that include but are not limited to procurement and payroll. Incumbent will assist with payroll functions to ensure employees are paid accurately and on time and coordinate activities involved in purchasing materials, products and services. 

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

Procurement:

1. Purchase, through formal and informal procurement methods, supplies and equipment necessary for the operation of the school district.
2. Prepare appropriate bidding documents, including notice to bidders, instructions to bidders, specifications, and form of the proposal including construction, equipment, and supply bids.
3. Track the status of requisitions, contracts, and orders.
4. Prepare purchase orders and send copies to vendors and to schools/departments originating requests.
5. Compare prices, specifications, and delivery dates to determine the best bid among potential suppliers.
6. Initiate contact with vendors relative to supply and equipment availability, invoices, purchase orders, and contracts.
7. Study price trends and market conditions and keep informed of supply sources and new product developments.
8. Check the quantity and quality of commodities purchased.
9. Develop and maintain appropriate records.
10. Prepare reports relating to purchasing functions, as requested.
11. Maintain knowledge of all organizational and governmental rules affecting purchases, and provide information about these rules to staff members and vendors.

Payroll Functions:

1. Respond to all internal and external customers, as it relates to the position, in a prompt, efficient, friendly, and patient manner.
2. Schedule, organize and perform clerical and accounting functions in the management of employee benefit transactions and in the preparation and processing of payroll.
3. Process paperwork for new employees and enter employee information into payroll systems.
4. Engage with employees on payroll matters, providing information and resolving issues.
5. Assist in processing and issuing employee paychecks and statements of earnings and deductions.
6. Compute wages and deductions, and enter data into computers.
7. Review time sheets, wage computations, and other information to detect and reconcile payroll discrepancies.
8. Record employee information, such as exemptions, transfers, and resignations, to maintain and update payroll records.
9. Issue and record adjustments to pay.
10. Keep track of leave time, such as vacation, personal, and sick leave, for employees.
11. Prepare and balance reports, and participate in fulfilling all reporting requirements of all relevant government rules and regulations.
12. Provide information and perform functions relative to workers’ compensation claims in collaboration with the District’s carrier.
13. Maintain knowledge of relevant laws and adhere to all policies, regulations, and rules.

Other Duties

This job classification is not a comprehensive listing of duties, responsibilities, or activities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Competencies

1. Ability to effectively communicate, provide and present information to employees, benefits providers and others by telephone, in written form, email, or in person.
2. Ability to establish and maintain constructive and cooperative working relationships with others and maintain them over time.
3. Ability to accurately perform detailed work in processing information.
4. Ability to use computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
5. Ability to perform day-to-day administrative tasks such as maintaining information files and processing paperwork and navigate complex administrative processes.
6. Ability to keep up-to-date on information relevant to the position and use this information and individual judgment in collaboration with others to determine whether processes comply with laws, regulations, or standards.
7. Ability to observe, receive, and otherwise obtain information from all relevant sources.
8. Ability to maintain a high level of confidentiality.
9. Ability to analyze information and evaluate results to choose the best solution and solve problems.
10. Ability to work independently.
11. Ability to operate most standard office equipment.

Supervisory Responsibility

This position has no supervisory responsibilities.

Work Environment

This job operates in a professional office environment at KUSD’s District Office.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

1. Constantly observe and review information
2. Constantly converse with and exchange information with staff and others
3. Constantly operate a computer and other office equipment
4. Regularly remain in a stationary position for extended periods of time
5. Regularly required to be mobile and move about the office
6. Occasionally required to lift and/or move up to 10 pounds

Position Type/Expected Hours of Work

At-Will Notice of Employment does not provide a guarantee of a particular schedule of work or a minimum number of days or hours.

This is a 12-month, nonexempt, 40-hour per week position. This position is eligible for health benefits. The employee will typically work Monday through Thursday. Extended work hours to meet deadlines may occasionally be required.

Required Education and Experience

High school diploma or equivalent and three or more years progressively responsible office experience, or any similar combination of education and experience.

Preferred Education and Experience

1. Experience in procurement, payroll, or a combination of relevant experience. 
2. Office experience within the public sector or within a school setting.

Required Certifications/Licenses

None

Work Authorization/Security Clearance

Must be able to pass a criminal background check and obtain a Fingerprint Clearance Card with an IVP number through the Arizona Department of Public Safety.